Privacy Policy

The Rotary Club of the Forest of Dean recognises that individuals with whom we communicate value their privacy. However, in order to engage and inform in the context of an increasingly digital society, the collection of personal information is often necessary and even desirable. It is the Rotary Club of the Forest of Dean's goal to balance the benefits of digital interaction with the right of individuals to prevent the misuse of their personal information. As such, our personal data policy sets out how the personal data that we collect about you may be used.

In this Policy, “the club”, “we” or “us” refers to the Rotary Club of the Royal Forest of Dean which is a registered charity (No. 286032).

Who we are

The Rotary Club of the Royal Forest of Dean are data controllers for the purposes of the Data Protection Laws. This means that we are responsible for deciding how to hold and use personal data about you. We are required under Data Protection Laws to notify you of the information contained in this policy.

What personal data we collect

The Rotary Club of the Forest of Dean may request personal information from you in order to evaluate grant applications or to coordinate attendance at charitable functions and events. In the event of you applying to us for a grant, the following personal data will be requested from you:

  • Name
  • Organisational role
  • Postal address
  • Email
  • Telephone number

Please note that we will be unable to process any grant application for which the above information is not provided.

The Rotary Club of the Forest of Dean may also collect domain information (e.g. IP address and referring URLs) as part of its analysis of the use of this site. This data enables us to become more familiar with who visits our site, how often they visit and what parts of the site they visit most often. The collection of such information would be performed automatically and require no action on your part.

In general, you can visit our site without divulging any personal information.

How we use your personal data

We will collect and process your personal data for the purpose of contacting you to coordinate attendance at charitable functions and events or to enable us to evaluate grant applications.

In respect to grant applications, your personal data will be used to:

  • to confirm and verify your identity;
  • to process your application;
  • to contact you for necessary additional information regarding your application;
  • to satisfy our legal, accounting or reporting requirements.

By applying for funding, you signify that you fully understand and agree that your personal data will be used for the purposes set out in this policy.

Your personal data may be used to generate news articles on our blog, but no directly identifiable information other than your name (and organisational role if applicable) will appear on any documentation or articles published by us.

Who we share your personal data with and why

We may share limited items of your personal data (such as your name and organisational role) with media organisations for the purposes of obtaining their services in publicising the activities of the club. In this case, data sharing will be solely to the extent necessary to ensure delivery of those services and strictly in accordance with all applicable Data Protection Laws.

We will not otherwise pass on your information to third parties except with your prior consent.

How we keep your information secure

We are committed to ensuring the confidentiality of the personal data that we hold. We have put in place measures to protect the security of your information. Details of these measures are available upon request.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

How long we keep your information for

We will keep your personal data only for as long as is necessary for the purpose for which it was collected, to confirm the particulars of your application, or to meet our legal, regulatory or reporting requirements. Your personal data will be securely destroyed or put beyond use when it is no longer required, in accordance with our data retention and disposal policies.

Grant application data is retained for 3 years to permit previous grant applicants to be identified.

Your rights to access and correct personal data

You have various rights under law in relation to your personal data, including the right to:

  • request a copy of your personal data which is held by us; and
  • ask us to update or correct your personal data; and
  • withdraw consent regarding subsequent email contact from us following your participation in an event.

How to contact us

You can contact us using using the email address set out below if you have questions about this policy, need further information about our privacy practices, or wish to obtain a copy of your personal data or update your personal data.

gdpr@rotary-rfod.org.uk

Changes to our Privacy Policy

The Rotary Club of the Forest of Dean reserves the right to change, modify or update this policy at any time without notice.

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